Class reunions are welcomed by some and dreaded by others. Either way, a well-planned class reunion can be a lot of fun, and even those who dreaded coming will be glad they did.
Organizing a class reunion takes more than one person, so there is usually a reunion committee to make sure all the details are covered. Once the committee is formed, it can send a class reunion letter to each member of the class.
It is recommended to start planning a class reunion at least one year in advance of the desired date. This not only gives everyone time to make plans, especially if they will have to travel, but many venues require a booking be made 9 to 12 months in advance.
Class members may know that a reunion is in the works months before the letter goes out because they will have been contacted by a committee member or volunteer for their current address and email address.
However, the official letter will go out at least six months before the date of the reunion. It is also nice to invite old teachers and staff if they are available.
Today, most reunions have a designated website where class members can get information about the activities planned, the venue and the location as well as RSVP and give contact information for other classmates.
Request For Funds
The class reunion letter should contain a request for funds to help cover the expenses. The committee must design a budget, so it will know how much to ask from each member. It may be difficult to make a budget when the committee doesn’t know how many people will attend.
The general rule is to plan for 50 percent attendance, but expect 25 percent. It is recommended to plan for a simple reunion, such as one evening of speeches and dancing for a small group, and only plan a reunion over several days if the class is large.
The main items in the budget will be:
- Venue Fees
- Liability Insurance If Required By The Venue
- Entertainment Such As A Band
- Decorations And Sound System If Not Covered By The Venue Fee
Even if someone doesn’t plan to attend, they may give to the event. In some cases, the letter may also contain a request for a donation to a charity sponsored by the school or university. If this is the case, it must be clear that two separate checks are required.
The main items that are required to be included in the class reunion letter are:
- The date or dates if the reunion activities last more than one day
- The timing of each event
- The location of each event and directions to the first venue
- Details of the event such as meals served, cocktail hours, party themes
- Contact information including where to send checks and to whom to make them out as well as RSVP information
- The proper attire expected of attendees
- The reunion or class website if applicable
Class reunion letters may be formal business letters, or have a more casual tone. They may be in the form of an invitation or an email.
The planning committee needs to decide what style best suits the occasion. Below is a sample of a more casual reunion letter.
Sample Class Reunion Letter
Name of Recipient
Address of Recipient
City, State, Zip Code
RE: 25th Reunion of Class of 1990 Name of University or High School
Dear Name of Recipient:
Some of us haven’t seen each other since our 10th reunion and some of us live near each other, but this is everyone’s chance to get together 25 years after leaving school.
We have arranged a two day celebration starting at 6:00pm on DATE for a family-friendly get-together, dinner and dancing at the Name of Venue.
This is your chance to dress-up a bit. The next day we have arranged a cruise on the lake for the whole family as well as swimming and kayaking and lunch on the beach. Feel free to dress as casually as you want.
In order to make this day special, we would like to know as soon as possible if you will attend and bring your family.
Please fill out the enclosed registration form and return it to me with $50 per adult that will attend. Children under 18 years are free. You can get more information and tips about discount hotel reservations on our website www.reunion.com.
Hope to see you there.
City, State, Zip Code
Enclosed: registration form
Frequently Asked Questions (FAQs)
1. What should be included in a class reunion letter?
Answer: A class reunion letter should include information about the date, time, and location of the reunion, as well as details about any planned activities or events. It should also include a call to action, encouraging recipients to RSVP or purchase tickets.
2. How can I make my class reunion letter stand out?
Answer: To make your class reunion letter stand out, you can use a catchy subject line, include personal anecdotes or memories, and include photos from past reunions. Additionally, you can use a personalized and friendly tone throughout the letter.
3. How far in advance should a class reunion letter be sent?
Answer: A class reunion letter should be sent at least 6-8 weeks in advance to give recipients enough time to plan and RSVP. If possible, try to send the letter even earlier to ensure that people have plenty of time to make arrangements.
4. How can I get more people to attend the class reunion?
Answer: To get more people to attend the class reunion, you can try reaching out to alumni through social media, creating a class reunion website, and offering early bird discounts for tickets. Additionally, you can ask alumni to spread the word about the reunion to their own classmates.
5. How can I get classmates to RSVP for the class reunion?
Answer: To get classmates to RSVP for the class reunion, you can include a clear call to action in your letter and make it easy for them to respond.
You can also include a deadline for RSVPs to create a sense of urgency. Additionally, you can follow up with classmates who haven’t responded to the initial letter.
6. How can I get my classmates to contribute to a class reunion fund?
Answer: To get classmates to contribute to a class reunion fund, you can explain in your letter what the funds will be used for and how they will benefit the reunion.
You can also offer perks or incentives for those who contribute, such as a special class reunion t-shirt or a chance to win a prize.
7. How can I make sure that everyone has a good time at the class reunion?
Answer: To make sure that everyone has a good time at the class reunion, you can plan a variety of activities and events that will appeal to different people.
You can also encourage classmates to reconnect with each other by setting up a social media group or creating a class directory. Additionally, you can consider hiring a professional event planner to help you plan and execute the reunion.